Record Keeping Requirements
Mar 30, 2015
Record Keeping Requirements
IS THIS YOUR IDEA OF RECORD KEEPING
Record Keeping
Is it biblical?Of course, that is the essential question. Even if something is not easy, if it is clearly biblical we are called to carry it out.
The book of Numbers – good place to start
“At the Lords command Moses recorded the stages in their journey.”
Numbers 33:2 (NIV)
Record Keeping
Lets take a step back in History:
Stories around camp fires, in tents, singing, dances, rhetoric,............ Painstakingly transferred from generation to generation – valued Orators, dancers, singers etc.
Then we start having things written down, but not loosing the stories.. Handwritten, painstakingly copied, not mass produced, valuable.... More diversity of what was recorded......... It all took effort ………
Even the early books where valuable, held in esteem.... Always meant to be told / read / used……………
The heart of God hasn’t changed – he continues to ask of us to keep record...
Record Keeping
The importance of reliable record keeping is established in the following scripture passages:
Luke 1:1-42Co 4:2b
Key principles are order and truth (FACTS THAT CAN BE VERIFIED)
Record Keeping
“Many have undertaken to compile up an account of the things that have been fulfilled among us [things accomplished among us], just as they were handed down to us by those who from the first were eyewitnesses and servants of the word.
Therefore, since I myself have carefully investigated everything from the beginning, it seemed good also to me to write an orderly account for you, ... so that you may know the certainty [the exact truth] of the things you have been taught.”
Luke 1:1-4
Record Keeping
Quality ControlWhat is being taught;
Unhealthy emphasis / neglect / biblical values
How can we help / avoid potential problems
Multiplication of truth – sharing the good things
Turnout the best disciplined students in the world
HOW WILL WE KNOW?
U of N RecordsWhy do we need
Course Registration Forms?
Ruts• continual improvement• thinking through and writing out our goals
and objectives – help staff know what they are there for.
• DTS is not a program/system – it is a process of listening to God.
U of N RecordsWhy do we need
Course Registration Forms?
U of N RecordsWhy do we need
Course Registration Forms?
Accountability• we do not know what is happening …..it
would be nice to visit every DTS…..• major principle of discipleship – if you can’t
even write down the names of your students how can you expect to disciple nations?????
• we are accountable to our students
Record Keepingsome other values
• promote remaining focused on our God given purpose and mission ……………
• serve as a reminder that God places eternal value on every single person. (Luke 15:10, Matt 18:12-14)
• reveal concrete opportunities to praise God (Psalm 102:18)
• form knowledge base for informed planning (1 Cor. 3:6)
• establishe necessary ground work for accurate evaluation. (Luke 14:25-33)
Keeping Accurate Records reflects
two sided coin:Logistical / Administrative
Equipping / Discipling
both are there to glorify God‘Psalm 102:18’
Record KeepingValue of Record keeping
Which Forms?
UofN Records
Form A – getting registered
Form B – student registration
Form C – evaluation & report
When? do I send a Form A
• Registering course for 1st time• Registering a totally new course• For the U of N catalogue (every 3 yrs)
• To register major change
Allow 3 month prior to running course.
Form AGetting Registered to provide training
Paper Form A – download from
www.uofn.eduAcademics
UofN Documentation Forms
Send to UofN Registrar – Asia office in Australia WITH payment.
Form AGetting Registered to provide training
Electronic Form A
http://update.ywam.org/uofn/AF
Submit online Credit Card payment
Form AGetting Registered to provide training
Starting Out … yes – this is a …
COURSE PROPOSAL
‘Name of course’ - that’s simple enough…
DTS
‘Course Number’ - …… mmm … maybe look in the U of N catalogue
‘DTS’ - DSP211 ‘DTS Field Assignment’ DSP 212
NEW
CODES
Form AGetting Registered to provide training
That shouldn’t be too hard!City,
Country and
Base name
Language – ???? That’s the language we use to teach the course ….. sometimes it’s translated too!
Location (page 1)
Form AGetting Registered to provide training
Two signatures are needed – that means they approve of the course!1. Course Leader2. Base Leader
Signatures (page 1)
Form AGetting Registered to provide training
Address & Location (page 2)
Address & locationMailing addressTelephone numberFax numberBase e-mailSchool e-mailProjected beginning & ending dates of course
Form AGetting Registered to provide training
Type of Course (page 2)
• Totally new course?• Existing but not at my
location?• Major curriculum
change (over 25%)?• Update & re-
registration?
Form AGetting Registered to provide training
Why run this course (page 3)
Context? How does it relate to the country, to your community?
Objectives?What can students gain from course?
How does it reflect YWAM Values?
Form AGetting Registered to provide training
Each week of Lecture (page 4-5)
TopicTeacher
In person or video?ObjectivesMethod of instructionResource materials
Form AGetting Registered to provide training
Typical Week Schedule (page 6)
Breakdown of typical weekly activities for lecture phase
Teaching – one language 12 hrs / bi-lingual – 16 hrs minimum.
Intercession – minimum 3 hrsTotal learning week – 50 hrs
Form AGetting Registered to provide training
Evaluation (page 6)
Student Evaluation?Written reportsOne-on-oneMinistry Evaluation
Course Evaluation?How will you evaluate
effectiveness of course and meeting objectives?
Form AGetting Registered to provide training
Field Assignment (page 6-7)
Projected place(s)Focus of geographical and/or
people groupsNumber of weeksObjectives – desired outcomes for
students & where you minister
Form AGetting Registered to provide training
Strategies for F.A. (page 7-8)How? Methods of meeting objectives
What do you plan to do?Outline for InternshipsResource materialsResource teachers and content
Form AGetting Registered to provide training
Typical Week Schedule (page 9)
Form AGetting Registered to provide training
Breakdown of typical weekly activities for Field Assignment
Ministry/Application – minimum 30 hrs. Intercession – minimum 3 hrsInclude One-on-One timesTotal learning week – 50 hrs
Evaluation (page 9)
Student Evaluation?Written reportsOne-on-oneMinistry Evaluation
Course Evaluation?How will you evaluate
effectiveness of course and meeting objectives?
Form AGetting Registered to provide training
Charges $$$$$ (page 10)
First Registration at location US$35 US or 10% of amount charged to one student
Re-Registration$125 US or 10% of amount charged to one student
Form AGetting Registered to provide training
Form A FinishedMake sure it’s complete
And signed by Course LeaderBase LeaderThen send it (with appropriate fees)
to the International Registrar Office
Form AGetting Registered to provide training
Part A – Course InformationCOURSE INFORMATION
Course Name DTS Course Code DSP 211 / 212
Location/Country
Surabaya, Indonesia Lecture Start Date 7 July 2012
School Leader
Jeffrey Aghogo Signature
Form BStudent Registration
STUDENT INFORMATION / STUDENT INFORMATION
Students Legal Name Ms Calo Barbie
Title Last Name First Name Middle Name
DTS Complete Yes No Maiden
Name
Location Year
Date of Birth
21 Nov. 1972 Citizenship Philippines
Day/month/year
MaleFema
le
Address: Jalan Pantai # 3 Jimbaran BaliStreet City / Town State/Province
35549 IndonesiaPostcode Country
Telephone
0822734657 Email [email protected]
Part B – Student Information
Form BStudent Registration
Part C – $$$ Charges $$$ - page 3Pay only for Lecture phase –
no charges for Field Assignments!
Payment Options$30 US per student
or 1% of one student’s lecture
fees
Form BStudent Registration
1; Course – choose A or B
a; US$30per student
= $30 =
Number of Students Total US$
or
b; 1% of one student’s school charges *. Calculate
here: 15,500 x 10 = 155,000 = 17.00
1% of 1 student’s fee’s in Indonesian Rupia
Number of Students
Indonesian Rupia
Total US $
E.g. Lecture Fee’s: IRP 1,550,000/ student
Form BStudent Registration
What REALLY happened!
NOT a repeat of proposals used in FORM A
Form C1Lecture Evaluation & Report
Part A – Course InformationCOURSE INFORMATION
Course Name DTS Course Code DSP211
Location/Country Surabaya, Indo
Lecture Start Date 7 July 2011 Lecture End Date 30 Oct. 2011
School Leader Jeffery Aghogo Signature
PART A: Course information
Form C1Lecture Evaluation & Report
PART B: Meeting Objectives
Based on Form A proposals ……. (did you keep a copy??? to look at)
How did you meet your objectives? How could you do a better job next
time? What improvements or changes do you think would be good for the future?
Form C1Lecture Evaluation & Report
PART B: Student Evaluation Methods
What did you use? Ministry evaluations Written reports & assignments? One-on-one?
ALL schools need to complete (including DTS)
Form C1Lecture Evaluation & Report
Written Assignments 20% Staff Interviews (One/Ones & Small Grps)
20% Personal Growth Observation 40%Student Ministry Involvement 20%
Total 100%
Example:
Form C1Lecture Evaluation & Report
PART C: What happened each week
Each week please report what REALLY happened:
Objectives? Topic(s)? Teacher(s)? Activities? Resource Materials?
Form C1Lecture Evaluation & Report
Week 1
Topic Hearing Gods Voice
TeacherHenk de Puit Genesis Video Person
YWAM Yes No Male Femal
e Age60 Nationality Australia
Objective
Learning the Five Steps of Intercession and learning about all of the ways that the Lord can speak to us.
ActivityClassroom teaching, Intercession, Prayer, Processing, Small Grps
Resource Materials
Bible, Handouts, PowerPoint, Processing Materials
Example:
Form C1Lecture Evaluation & Report
PART D: Student Grade and SummaryBeginning date AND ending date of Lecture phase.
List students (or use printed class list).
Dates for each student.Grades.Weeks Completed = Week Credits.
Form C1Lecture Evaluation & Report
Student Legal Name Start Date
End Date
Letter
Grade
Number of
WeeksFamily Name First
Name
Fujisto Senta 7/7/11 30/9/11 S 12
Karr Daniela 7/7/11 30/9/11 S 12
Seah Andre 7/7/11 30/9/11 S 12
Lim Andrew 7/7/11 20/8/11 U 0
McElroy Ricky 7/7/11 30/9/11 S 12
Example:
Form C1Lecture Evaluation & Report
What REALLY happened! You can keep record of each
outreach team for your own records – but you only need to submit copy
of one outreach.
Form C2Outreach Evaluation & Report
Part A – Course InformationCOURSE INFORMATION
Course Name DTS Field Assignment Course Code DSP212
Location/Country Surabaya, Indo
Outreach Start Date
1 Nov 2011Outreach End Date
21 Jan 2012
School Leader Jeffery Aghogo Signature
PART A: Course information
Form C2Outreach Evaluation & Report
PART B: Meeting Objectives
Based on Form A proposals ……. (did you keep a copy??? to look at)
How did you meet your objectives? How could you do a better outreach
next time? What improvements or revisions do you think would be good for the future?
Form C2Outreach Evaluation & Report
PART B: Student Evaluation Methods
How did you evaluate your students? Ministry evaluations Written reports & assignments? One-on-one? Personal Growth?
Form C2Outreach Evaluation & Report
PART C: What happened each week
Each week please report what REALLY happened:
Objectives? Primary Strategies and
Activities? Resource Materials?
Form C2Outreach Evaluation & Report
Week 1
Objectives:
Encourage the local believers; Support YWAM Nepal in pioneering a new base in Jiri, Nepal; Intercession for the lost in Nepal.
Strategies / Activities:
House to house fellowship with local believers. (testimonies, sharing); Sharing with students at a local Highschool; Ministering to school children ages 6-7 years (private school) - storytelling, games, songs; Hiking/Prayer walk/Intercession; Prayer with YWAM Nepal
Resource Materials
Drama (Everything skit); Children story (Willy story); Games Gospel Tracts;
Form C2Outreach Evaluation & Report
PART D: Student Grade and Summary
Beginning date AND ending date of Outreach phase.
List students (or use printed class list).
Dates for each student.Grades.Weeks / Week Credits.
Form C2Outreach Evaluation & Report
Form C2Outreach Evaluation & Report
Student Legal Name Start Date
End Date
Letter
Grade
Number of
WeeksFamily Name
First Name
Fujisto Senta 1/11/11 27/2/12 S 12
Karr Daniela 1/11/11 27/2/12 S 12
Seah Andre 1/11/11 27/2/12 S 12
Lim Andrew W 0
McElroy Ricky 1/11/11 27/2/12 S 12
Example:
Form B, C1 and C2 – Yes Signature Page of FORM A
must be scanned They MUST be complete
Either fill out by hand, scan and email
OR
Complete as Secure Word Document and email.
May I e-mail my forms to John?
UofN Records
KEEPING U OF N COURSE DOCUMENTATION
AT A YWAM / U OF N OPERATING LOCATION
Form A – A copy is kept until it is time to re-register. After a school is re-registered – the old one can be
thrown away.
KEEPING U OF N COURSE DOCUMENTATION
AT A YWAM / U OF N OPERATING LOCATION
Form B – A copy is kept until the International Registrar confirms in writing
that the Form B information has been received an entered into the UofN
International System.
Confirm BEFORE DESTROYING ANY FORM B’s
KEEPING U OF N COURSE DOCUMENTATION
AT A YWAM / U OF N OPERATING LOCATION
Form C1 & C2 – Copies are to be kept at the YWAM location where the
course is offered
FOREVERWhy?
• have the beginning and ending dates• list of students who attended the course
• the grade each student received
University of the Nations
UofN International Registrar - Asia Representative: John Mraz
PO Box 7, Mitchell ACT 2911 - Australia
Email: [email protected]
Created by: Sharon Carrington: [email protected]
John Mraz: [email protected]
Created 2008, 2009, Revised 2012